Associate Director, Operations

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Building: Lerner Hall
• Salary Range: $100,000 - $110,000

Position Summary

Reporting to the Senior Executive Director, Sexual Violence Response, the Associate Director is responsible for the day-to-day administrative-operational management of SVR work areas, including Lerner Hall 700, Barnard-Hewitt Hall 105 and 107, and CUIMC 50 Haven suite 206. In consultation with the Senior Executive Director, this position will develop, maintain, and review operational protocols to ensure appropriate delivery of SVR services.

The Associate Director will collaborate with the Senior Executive Director and SVR senior staff on strategic and operational plans; the incumbent will ensure policies and procedures reflect best practices and create policies and procedures to address and enhance operational concerns. The incumbent will manage special projects, including events, training, initiatives, and services, assist with budget management, respond to and advise on operational issues, and oversee the work efforts of a multidisciplinary Sexual Violence Response Team. This position will manage current and new funding resources such as grants, gifts, and endowments. The Associate Director will assume operational leadership for SVR and supervise junior Officers in the absence of the Senior Executive Director and Directors.

This is an essential onsite role that requires some after-hours, including evenings and weekends.

Responsibilities

Operations, Leadership, and Administration 60%

• Work with the Senior Executive Director to create an agile, responsive structure that supports the delivery of high-quality service.

• Analyze operational processes and performance for SVR's three office locations and recommend solutions for improvement when necessary; maximize efficiency through extensive process analysis and interdepartmental collaboration.
• Serve as primary liaison with building managers, outside vendors, contractors and other stakeholders; coordinate facilities and equipment related services including office resources and materials, ensure maintenance of office technology such as smart rooms, televisions, door monitoring etc.
• Ensure all SVR work areas are safe and incidents are reported accurately and timely; coordinate and facilitate resolution for critical service disruptions involving facilities management, computer systems, telephone service, mail delivery, security, and procurement of equipment and supplies for SVR locations; for work that may disrupt SVR operations during business hours, communicate and facilitate resolution of affected systems or services.
• Assist in developing, implementing, and continuously evaluating operational process improvements, tools, policies, procedures, and internal practices.
• Provide after-hours consultation on operational concerns (disruption in after hours phone line operations, access to emergency financial supportive services, etc.).
• For work that may disrupt SVR activity during regular business hours, participates in scheduling and coordination of custodial and repair work, telephone system modifications, and management of computer hardware and software issues.
• Manage and supervise the responsibilities of casual front desk staff, including recruitment, selection, scheduling, overseeing work efforts, and reviewing and approving casual and temporary staff timesheets for payroll submission.
• In partnership with Columbia Health Human Resources, assist in recruitment efforts for various professional vacancies within SVR.
• Lead and facilitate all aspects of the SVR onboarding process to ensure compliance with state policies and regulations; collaborate with Columbia Health colleagues and external partners when necessary to ensure timely onboarding of all new hires, including all program staff, consultants, peer volunteers, and student casuals.
• Conduct initial and ongoing staff training to ensure courteous and appropriate responses to high-risk and high-profile issues; ensure participation in mandatory, continued education and certification training.
• In collaboration with the Columbia Health Communication team, update SVR materials, pricing, and web publications; create and distribute materials to publicize services, prevention and risk reduction educational materials, and special events announcements.
• Manage and develop content for Axis TV, including daily maintenance to ensure up-to-date content; maintain electronic photo galleries; update and edit photos for websites and social networks.
• Serve as content editor for the SVR website; update the website monthly spotlights, links, and invitations; and manage RSVPs for special events.
• Responsible for ongoing data collection and reporting, as well as development of quality management measures; assist the Senior Executive Director in the monitoring and evaluation of the CRISIS database system.
• Assume leadership for SVR administrative and operational activities in the absence of the Senior Executive Director; provide after-hours consultation, leadership, and problem solve around logistical and operational issues as it relates to SVR programs and services.
• Oversee all activities related to the acquisition and distribution of survivor care resources; identify new items to enhance this program through student-survivors and staff feedback and independent research and trends.
• Assist the Director of Direct Services with the implementation and management of back-end on-call systems (vendor contracts, CUIT/phone system, scheduling, etc.) 24/7/365.
• Plan, lead, and supervise special trainings, projects, events, conferences, and initiatives; manage and implement logistics for ad-hoc and special projects, departmental activities, events, initiatives and work groups (securing speakers/facilitators, space, audio-visual etc. and in collaboration with other relevant SVR staff).
• Create and manage a master tracking system for all SVR projects, training, educational programs, activities, and events; maintain all relevant records.
• Serve on and attend various committees within Columbia Health; Member of the Columbia Health Integrated Quality Management Committee and Operations Team.
• Support leadership with ensuring department operations meet all regulations and compliance that inform day-to-day work.

Finance, Accounting & Grants Management 35%

• Manage SVR external funding resources, including but not limited to grants, gifts, and endowments.
• Identify and develop strategies to optimize grant/funding resources, including research and preparation of grant proposals.
• Manage all grants-related activities, including assisting Columbia Health Finance and Sponsored Projects (SP) with maintaining records of all payments and receivables and prepare monthly and quarterly records for all grants-related activities; educate and train staff on grant management and reporting requirements.
• Track expenditures according to budget, conduct budget reconciliation, process reimbursement, audit and process invoices, travel expenses, check requests, petty cash disbursement, and consultant agreements according to University policies and procedures.
• Prepare purchase orders and reports according to University guidelines.
• Collaborate with relevant SVR and Columbia Health staff in processing service, personnel, and business requests.
• Compile financial data to prepare departmental business and financial reports.
• Assist the Senior Executive Director with the creation of budget plans in partnership with Finance and Sponsored Projects in accordance with relevant grants or budget guidelines and requirements.
• Perform other duties as assigned. 5%

Minimum Qualifications

• Bachelor's degree required.
• Minimum of 5-7 years of related experience required.
• Proven leadership experience with a demonstrated ability to manage the operational needs of a non-profit organization, health department, anti-violence organization, community-based organization, or similar setting.
• Highly experienced working in finance, operations, or logistics.
• Ability to manage highly sensitive and confidential information with discretion and integrity.
• Must be highly organized, motivated, proactive, self-managing, conscientious, and detail-oriented, with the ability to manage complex projects and work with multiple collaborators effectively.
• Excellent planning and problem-solving skills.
• Ability to manage pressure and crisis situations and stay calm.
• Strong analytical thinker who is able to deliver innovative solutions, thrive in a fast-paced environment, and consistently deliver on key milestones.
• Prior experience developing policy or procedural documentation, and Standard Operating Procedures (SOP) with strong business and training acumen.
• Demonstrated commitment to diversity and to serving the needs of a diverse student population with cultural competence and sensitivity.
• Experience with managing budgets, grants, and personnel (professional and student staff).
• Require exceptional writing, editing, facilitation, public speaking, and communication skills.
• Flexible, enjoys a high task volume (ability to manage a variety of tasks, which require frequent change in context).
• Good at prioritizing and managing time.
• Strong computer skills are required, including PC literacy in a Windows environment, Microsoft Office Suite, and the ability to learn technology quickly.
• Must be able to work after hours, including evenings and weekend hours required.

Preferred Qualifications

• Advanced degree in related field strongly preferred.
• Project management experience or certification.
• Experience in an anti-violence organization or related area.
• Prior experience working with college students or a demonstrated interest in higher education.
• Familiarity with dynamics and effects of sexual and relationship violence and direct services experience with NYC resources.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.